Last updated: 25 May 2018
Trust and security are a big part of what makes Meeting Media Group the best way to keep posted with the latest news on the meetings industry.
Your privacy is very important to us, so we’d like to tell you what we do to keep your data safe and secure.
In this policy, we explain how Meeting Media Group collects, manages, uses and protects your data.
1. Who is Meeting Media Group?
Meeting Media Group is the proud publisher of Headquarters, the Association Magazine, MIM Global, LIVE magazines as well as other destination reports and articles on our official website www.meetingmediagroup.com
The term “Service” refers to insertions (articles, advertisement, long reports in our print and digital magazines) published on our website or LIVE magazine.
In the language of data protection regulation, Meeting Media Group is the “data controller” of your personal data and you, our customer/reader, are the “data subject”. This means that Meeting Media Group determines the purposes and means of processing your personal data, while respecting rights concerning your privacy.
2. What data do we collect?
Like most companies, we collect various types of data about our customers. Some of it may be considered personal data, which means any data that make you identifiable as an individual.
Our database does not keep or use any personal information other than your professional contact details within your organisation (our database stores no data related to racial or ethnic origin, political opinions, religious beliefs, other beliefs, memberships, physical or mental health/condition, sexual life/gender).
We may collect and use the following data:
Basic personal data, such as (limited to):
We do not collect other personal data that make you identifiable as an individual.
This data is necessary for Meeting Media Group to provide the Service to you and keep sending you our magazines. We will request this data when you sign up before the Service is provided.
Data about your company such as (but not limited to):
This data will be needed to process your invoices, as required by law. This data might be shared with our outsourced invoicing system for invoicing purposes only. This helps us keep your money safe, and we will only request these details when necessary.
Meeting Media Group collects this data only when you provide the relevant permission.
Technical data, such as (but not limited to):
This information is used to help us to understand how you use our Service, so that we can improve it.
3. Why do we collect your data?
We collect your data to personalise and improve our Service for you. The specific purposes for which we collect your data include:
We need to collect data in order to process your transactions. Without data such as your bank account details or your full name and address, we would be unable to process your order.
These include our requirements under Anti Money Laundering (AML) and Counter Terrorist Financing (CTF) legislation. All of this helps us keep our Service safe and secure.
We may process your personal data to provide you with certain types of marketing communication that we believe will be relevant and interesting to you. This helps us provide you with a more personalised Service. This kind of activity is permitted by our ‘legitimate interest’ (for more information on legitimate interest, please see Section 8 of this Policy). We will always endeavour to make these communications relevant and unintrusive, and you will always be able to object to marketing communication from us at any time.
We may collect and analyse data such as website or app visit logs in order to improve the quality of our Service.
You do not have to disclose any of the above data to us. However, if you choose to withhold certain data, we may not be able to provide you with our Service.
4. How do we keep your data safe and secure?
All the data that you provide to us is kept on our servers. We restrict access to your data to specific employees of Meeting Media Group who have an important business-related reason for handling it.
5. How long do we keep your data?
Depending on what purpose your data is used for, the length of time we keep it may vary. Either way, we will only hold your data as long as necessary to serve the purpose it is used for.
When our legitimate interest is the legal basis for data collection and processing, we will keep your data for as long as this interest is applicable.
In situations where you give us specific consent to process certain kinds of data, you are able to withdraw that consent at any time. We will then stop processing your data and we will also erase your data from our system.
We may retain any data mentioned above for a longer period, if required to protect the rights, property or safety of Meeting Media Group or of the Service provided.
6. Who do we share your data with?
We share your personal data with third parties only when it is absolutely necessary for the fulfilment of the Service or to comply with applicable laws.
We will never sell your personal data to other organisations.
We work with partners who help us to complete transactions. If they are based outside the EEA, we will share your personal data with them only when essential safeguards are applied, or if it has been established by EU institutions that the relevant country has an appropriate data protection regime in place, or when we ensure that the appropriate level of protection is applied for data processing.
The following are some purposes for which we may share your data with third parties:
To fulfil the contract between you and Meeting Media Group
We may share your data with third parties, such as our partners and intermediaries, when they are necessary for the fulfilment of the Service (organisation of events, destinations interested in specific associations readers, organisations, pco’s, destinations).
When required by law
We may share your data when required by law, for the purposes of security, taxation and criminal investigations.
For marketing and communication
We may share your data with third parties such as providers of customer service tools, marketing campaign tools, email communication tools, analytics software (for marketing purposes) and data visualisation tools (for analytical purposes).
To process payments
We may share your details with partners and intermediaries who help us to process your payments.
7. What are your rights?
The law gives you a number of important rights in relation to your personal data, which are listed below.
Your rights are:
If you would like to read more about your rights in relation to your personal data, please refer to the Information Commissioner’s Office website (linked to https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr).
8. Legitimate interest
Legitimate interest is a specific legal justification for the collection and processing of your personal data. It applies when we have reasonable grounds to collect and/ or process your personal data to improve our Service, as long as this does not infringe on your rights.
Our legitimate interest may justify some examples of automated decision-making. One of those is an automated pricing segmentation, which is a core feature of our product that allows us to give you personalised news, the best rates possible, etc.
We believe that if you are an active customer/reader of Meeting Media Group, it is in your interest to receive occasional information about our Service. We may therefore send you communications about offers or promotions that we believe are relevant for you based on your previous use of the Service. We may on our own initiative decide to contact you, in some cases by phone or e-mail, to offer help.
We may also process your data to help develop new product features that we believe will improve the Service. We may also use your data to determine the effectiveness of marketing or promotional campaigns. We may also contact you with information about any changes in the Service, and/ or other important updates.
You can object to data processing based on our legitimate interest at any time by contacting us or by changing the settings on your Meeting Media Group account.
9. Cookies Policy
Cookies are small text files which are stored on your device when you access Meeting Media Group. They allow us to recognise you and store data about your past activity and your preferences so that we can personalise and improve the Service for you.
Cookies and other similar technologies may collect data such as language preference, country and previously viewed pages.
We use the following cookies:
By using our Service, you agree to place the cookies described above on your device., although you have the right to withdraw your consent at any time. If you would like to delete our cookies them, you can do so by changing the settings of your browser.
Blocking or deleting cookies may mean that some features of the Service offered by Meeting Media Group may not be available to you.
10. Logging into Meeting Media Group
You can log in to Meeting Media Group, this allows us to authenticate your identity by obtaining access to:
12. Contact details
You can contact Meeting Media Group:
Meeting Media Group has a Data Protection Officer who is responsible for matters related to privacy, data protection and data security. Our Data Protection Officer can be contacted at firstname.lastname@example.org.
Supported by the Union of International Associations (UIA), the International Association of Professional Congress Organisers (IAPCO) and the Interel Group, the global public affairs and association management consultancy, Headquarters Magazines serve the needs of international associations organising worldwide congresses.